Go Cardless as part of client onboarding

Following on from information circulated earlier this year, just a reminder regarding the position for new clients when onboarding.

All new clients must be put onto Go Cardless (“GC”) (i.e. Direct Debit) as a matter of course. For most this will be a monthly payment to cover agreed annual fees.

However, for any clients that we agree can pay on invoice, these should still be set up on GC as this allows us to pull our fees when they become due. For any clients that are not signed up to a monthly GC payment, director approval is needed.

Please note that for new clients we must also ensure that the GC mandate is set up before we start any work/add any WIP (again subject to exceptional cases authorised by a director). There have been several cases where the GC link has been sent to the client but not actually actioned. This needs to be monitored and followed up as required.

Managers’ direct debit guidance

In line with our company policy, a Direct Debit should be set up for all clients and the following paragraphs cover various client circumstances including invoice basis clients which allows us to take the invoiced amount via DD subscription.  Please note that we must always advise clients prior to any funds being taken.

The following paragraphs can be used in client communications including Welcome e-mails, Finals or simply requesting a DD set up.

New and existing invoiced Clients

In line with our standard policy, a Direct Debit mandate will be set up, enabling us to collect invoiced amounts easily, saving you time  and keeping your account up to date.  You will of course be advised prior to any funds being taken.  Please click this link, then enter your bank details as prompted.  Where we are instructed to undertake additional work, the related fees are payable on an invoice basis in line with our standard credit terms.

 Existing clients going onto DD

In line with our standard policy, a Direct Debit mandate will be set up, enabling us to collect the amount of £ xx  on a monthly basis, saving you time and keeping your account up to date.  You will of course be advised prior to any funds being taken.  Please click this link, then enter your bank details as prompted.  Where we are instructed to undertake additional work, the related fees are payable on an invoice basis in line with our standard credit terms.

New Monthly paying clients

Direct Debit mandate form.  In order for you to pay the agreed quote of £**** plus VAT on a monthly basis please click on this link   Direct debit mandate form then enter your bank details and agree to set up the monthly direct debit.  GoCardless will then automatically collect funds on the same date each month.  Where we are instructed to undertake additional work, the related fees are payable on an invoice basis in line with our standard credit terms.

Arrears on account

On a recent review of your file we note that we need to increase your monthly payment to us, as this no longer fully covers your fees meaning a fee arrears balance has built up on your account. This increase will bring your account back into line and will incorporate the additional time/services/VAT/ETC/ being incurred going forward. Please kindly follow this link Direct debit mandate form and complete the necessary details.  GoCardless will then automatically collect funds on the same date each month.  Where we are instructed to undertake additional work, the related fees are payable on an invoice basis in line with our standard 7 day credit terms or a revision to your monthly payment will be needed. This new arrangement will replace your current standing order arrangement and so please do cancel this with your bank.

I trust that you find this acceptable, but of course, if you have any queries do feel free to contact me.

2 year fixed has ended

As set out in our initial quotation, our fixed fee arrangement covers a two-year period, and a review of your file shows that such a period has now passed as your last increase was back in MM/YY. Therefore, your monthly payment will need to increase by £x + VAT, and to set up this new payment with us, please follow this link (Direct debit mandate form) and complete the necessary details.  GoCardless will then automatically collect funds on the same date each month.  Where we are instructed to undertake additional work, do please note that the related fees are payable on an invoice basis in line with our standard 7 day credit terms. This new arrangement will replace your current standing order arrangement and so please do cancel this with your bank.

Requote for services

We have recently undertaken a review of your file and now write to you to let you know that to maintain the level of services that you currently use us for, we need to revise your fees with us to a new level of £x + VAT per month. This new rate is effective from next month, and so please can you kindly click on this link Direct debit mandate form and complete the necessary details.  GoCardless will then automatically collect funds on the same date each month.  This new arrangement will replace your current standing order arrangement and so please do cancel this with your bank.  [ OR As you are already set up with GoCardless we will update your monthly payment for you with effect from next month’s payment, and so you need take no action.]

I trust that you find this acceptable, but of course, if you have any queries do feel free to contact me.

Paul Mustoe